Laserfiche Tutorial: Getting Started With Records Management

[Music] and welcome everyone to today's city's digital consulting webinar. My name is Kyle Neble, technical trainer here at CDI and our topic this time is getting started with records management. So today's topic is records management and getting started. Our agenda is to take a look at how we set up uh records management in laser fish and we'll demonstrate uh how it all ties together here. Uh first off, we're going to look at creating a retention schedule. Then we're going to take a look at creating cutoff instructions and events. We'll also discuss the difference between transparent records management versus flexible records management. And then we'll talk about importing record numbers or for the state of Washington what they call DAN or disposition authority numbers as well. And we're going to tie that all together in our demonstration. A few housekeeping items before we get started. Uh you're all in listenonly mode, but we do have a chat or question box there on the panel there on the side. So please post your questions and we will take a look at those and answer them at the end of the session and if you do want to get slides or screenshots uh we can get those upon request so you can email us later on uh and get that. The webinar will be recorded and should be up on our YouTube channel in just a few days. So look for that uh if you want to share that out with your friends. All right. So our subject today being laserfish records management. What is the life cycle of a record? Well, initially it's just a document or a set of documents that is stored in laserfish. In this case could be anywhere else but in our case we're talking about laserfish. So therefore we're talking about documents stored in laser fish and they'll be used in normal manner distributed to other users. uh they're in an active area and we can uh see those items uh in our repository and everybody else who has access to those documents can see those as well. All right. Um now at some point the active documents need to be put into retention uh or in other words made inactive because they're not used very much anymore or we need to keep them for a certain amount of time within the system uh according to rules that we have to live by as records managers. And that's what we see here. And finally at the end of that retention there is some sort of disposition whether it be destroyed or archived offsite so that we can gain access to them later on but we don't want them in the active system just depends on the rules that we live by right so with that said uh what we do is in laser feast we will create retention schedules which tell us how long a item needs to be kept and then what is done at the end of that retention. A lot of times they are kept for a certain amount of time and then destroyed but they could also be archived off site which laser refers to as accessioning. Uh but you can set up retention schedules very easily and we'll show you that here today. Now I also need cutoff instructions uh which may include uh events or those cuto offs may occur on a maybe a calendar basis whether it's the beginning of a year or a quarter or a fiscal year whatever it may be. We can cut off our entries based on either timing or a particular event has occurred and we set an event date for that and we'll show you how to do that here. And a lot of people have heard of the term transparent records management. Now this is a laserfish type term. Uh they refer to the uh storage and distribution of documents uh and managed in two different places as transparent records management. Back in the day h let's say 2009 when they had what they called a record series uh system for records management. You had to set that up and the only way to apply records properties to any content was through a record series. But regular users who weren't records managers sometimes found those record series structures uh very convoluted and difficult to look at. So using uh laserfish workflows, a normal folder structure was built and uh shortcuts were put in there to point to documents so that it looked more let's call it quote normal uh for end users to view the content even though it was basically managed in a record series structure that might not have looked at all easy to view by end users. I'll show you an example of that here today. Uh now uh recently in the last couple years, LaserFish has implemented uh what they first called flexible records management or what we might refer to it today as in place records management. Meaning we can apply records properties to any document wherever it is in any folder. Uh now in place flexible records management has been available since I believe 11.1 uh possibly earlier but not in version 10. Uh the TRM system has been in there since 2009 but uh records management is uh fairly new but in version 11 and obviously in version 12 now. So, TRM um TRM we implement with a record series uh which is a special type of folder with records properties. Uh and then uh we use workflow to uh create these shortcuts inside of a normal folder structure that point back to these documents stored in the record series. Show you an example here in a minute. Flexible records management or in place records management uses a normal folder structure and then uh those folders or documents can have records properties assigned to them and it just makes life easier for all of us both for records managers and end users because there's only one single place to refer to content and managing uh these records as a records manager. It's uh easy in either case. Uh and we'll show you an example how to do a complete uh records management action on some records during our demo here today. Uh and then finally uh a lot of you will use uh record numbers or uh disposition authority numbers uh to reference different types of content u which points to uh the life cycle properties of a record uh and its disposition needs and we can use it in laser freeze to search uh so we can search for content by that record number slashdan uh DAN just is used in the state of Washington, but otherwise it's mostly known as record numbers outside. All right. Uh how do we import and get record numbers or DANs assigned to a document or folder? Well, we can use workflow to do that, but we need to store that information somewhere for laserf workflow to use. uh we can create a lookup table and um with that table uh if we apply a template for example and choose a document type we could have workflow look that information up and based on that property figure out which record number is applicable and then put that record number on a field uh on a document. Now, typically for on premise laserfish systems, a lookup table in a Microsoft SQL database would be used. Uh, for cloud, which we're going to use as our baseline example here today. Uh, a lookup table would be used. So, uh, we'll walk through that and show you how that's created and how it works within a workflow. And again, we're going to tie it all together. uh in the cloud we have a very easy to use feature. As long as we are a uh process uh manager and um able to get into process administration, we can create these lookup tables. If you're not a um administrator of Laserfish, you probably won't be able to do this part of it um or maybe even build workflows, but uh end users will just see what happens um in the back in there. All right, so with all that said, we're going to go and take a look uh at how we put it all together. All right. And as you can see on screen, I have logged into my repository in Laserfish cloud. This could be uh an on-remise system or cloud or uh a web client using uh your on-remise system. I have laserfish cloud. I've got my repository here. And the first topic I mentioned was uh transparent records management uh and the uh creation of our record series our cutoff instructions retention schedules and things like that. Um so let's take a look at that first up. And if we go to in the cloud there is a repository administration area uh and they have a section called records on premise you get to the same area it just looks a little different uh but the actions that you use to create those cutoff instructions retention schedules etc are uh very similar for retention schedules as you can see there's a whole list of them in here uh in the cloud we'll just hit the add button or the plus button there. Uh give it a name. Uh I tend to give it a name that includes the number of years and or months of retention and then what its disposition is. So in fact uh we'll come back to this name because we normally would start at the instructions tab and let's say we had a three-year retention. We would put 36 months and then at the end of that our choice would be of three choices. accessioning meaning off-site storage. So, we're going to export the data and remove it then from laserfish and put it onto a portable drive and store it somewhere else. If we just need to get rid of it, we can do an immediate destroy or if it's permanent storage, we could do none um as well. Uh so that's pretty simple. Now there is alternate instructions which could be based on an event type change the retention schedule to something different if a particular event occurred uh within uh the life cycle of the of the content. All right not as frequently used obviously but available within the retention schedule system. Uh and then coming back once we've set it up, this might be a uh three years then destroy is our name. All right. And as we can see we have a list of those retention schedules and these get applied to the records as records properties. We'll see that in a moment. We also need to create cutoff instructions uh so that we know uh how a entry is being dealt with. Uh so we might have uh entries that are going to be cut off at the end of a calendar year or fiscal year. Uh they might get cut off as soon as an event occurs with a particular date applied. So it just depends on your needs. We'll take a quick look here at the cutoff instructions creation dialogue and you'll give it a name as usual. Uh this needs to be filled out. It is required. Description is optional. It's only visible here. Then you'll choose your type. Uh and typically it's usually going to be event um but less frequently time. However, as you can see, there are a whole combination and hybrids available to us as well, which include both time and event. An event has to occur, but then we can only also not only uh cut it off a after that event, but also after the time cycle. So maybe the event has to occur within the quarter before I can even cut it off. All right. Other event types or cutoff types are available as well. Intervals are more sequential based on for example every seven days or every 3 months and that might be a little bit different each time but it is after a certain sequence of days, months, years whatever it may be whereas time is more fixed at the end of some particular period. Events obviously are just date driven. All right. Uh select your event. If you have not created events, you can create them by clicking the create new event button here. And then you'll select your event. And as you can see, you can require uh either any event or all events. If you have more than one event that needs to be satisfied to cut off the uh entry, you can do that. Really cool. Okay. Uh so depending on what your choice was um in this case if you choose time meaning we're going to do it at the end of for example the year uh we can choose calendar yearly and that's the cycle there. Now where does this list of cycles come from? That's in the We'll go ahead and cancel out of here and go to the records properties area here. And the review cycles or uh cycle if you will are out of the box available to us. You can add or remove what you see here. And they have up to uh three characters for the code as you can see here. Click on it and it'll present the properties. And in this case uh by monthly it's showing us uh the end of the bimonthly event with a description right January and February with February being the end of that particular period. Uh calendar yearly. Let's see where it is. There it is. This one will show us that if we scroll down the end of December is the end of our calendar year. So that's been marked and selected there and described as year end. December 31st, which actually when we take a look at things really means the next first year, first day of the next year. Okay, we can see our events are listed here and you can add events in there. Ignore locations for now. That is mostly physical locations. Current file area probably means most usually means laser fish, but it could be some other uh item that you want to add. Maybe it actually is content that you're managing uh with physical records, doing physical records management, but using laser feech. We have a video on YouTube, by the way, for how to manage physical records using laser fish. So, you might find some different locations listed here that actually point to or mention a building or a room or a shelf in a room in a building. So, that's kind of fun. Love that. All right. So that was our retention schedule and cutoff instructions for records management. And these come into play in the repository when we're doing our records management actions which I will show you in just a moment. All right. So the repository we go back and look here. Uh we mentioned transparent records management versus a flexible or in place records management and I'll show you an example here. Uh for normal records managers back in the day uh we had quite a few uh different items. uh where we had a transparent records management area that looked like a regular folder structure. So we could go look at for example I've got a HR type folder structure here for employee files and then I want to see all my employee records in here and I can see that we've got for Connie consultant we've got her background check and her application. Okay, great. Um, but notice they're shortcuts. They're pointing back to this. All right. Now, where are they in? So, this is assuming we're using TRM, which is the old way of doing things. And our preference these days is to not do that um in order to manage our records. It's just a lot easier for everybody if we just manage uh using flexible records management. But if you had one of these systems set up and you had these record series created, which I'll show you here, um you could leave it in place. Uh it's a bit of an effort to migrate off of that. So sometimes it's less invasive to just leave as is, as you can imagine. So let's take a look at what a record series might have looked like. So we've got this record series and in fact uh let me go ahead and show you the properties of the record series. So we'll highlight our repository, highlight the record series folder and look at the details. Now these details are v visible both in the Windows client or a web client or in the cloud. They're all the same. Uh the content might be found a little bit different uh but uh it's all there. All right. So, this record series uh as we can see has some properties assigned to it. It's actually got a cutoff instruction and a retention schedule. Now, we as records managers, okay, great. That's kind of its default. But the great thing is what this gave us was the ability to add content or other record series into this record series. And it would that new record series would inherit the parents records properties. Okay. So if you created a new record series underneath this uh you would get that uh properties assigned to that new folder or that new record folder as we see here or the content in there would be inherited. All right. Okay. Now looking at the properties of this records folder and the way it was created just created a new folder and uh that folder uh I actually manually assigned the records properties. Uh but the content in there inherits for example document would inherit the uh record series properties. So if we go in, notice we now have for um our employees, we have two different types of record series. Here we have our employee applications and I've named it with the uh cutoff and um retention schedule. You don't have to, but I'm just for example sake showing you this. Uh so we can see that if we select this particular folder you can see it has the cutoff instruction of at the end of the calendar year and then its retention schedule there as well. Okay. Uh and we can see that it has some uh other life cycle properties available here on there. As a records manager you might be able to edit some of the properties on here. Uh but then let's go look in to see what we have for applications. And we see that we have some records folders for our two employees. And if we drill down even further, we can see Connie has an application and Sally also has an application. Okay, great. Okay, so as record managers, great. We have that type of record. Uh and then we also have background checks. I I don't have Sally's folder in here, but if you look at uh Conniey's background check, uh you'll notice that it has inherited the cutoff instructions and retention schedule of its parent. So, we could put more documents in here. If I fake it and say create a new blank document, uh just calling it whatever we call it, hit create. Uh if we look at the properties on that document, notice I did not have to apply any properties for records management. It just inherited them. Okay. So, and that occurs whether you regardless of whether you're using flexible records management or record series. Um, but record series uh was a bit more formal and locked you into some behaviors and the need for workflows if you wanted to do what I'm talking about here, which would have been to look at that employees information, for example, Connie. Notice we have Conniey's application and her background check all in one folder. As an HR maybe staff member, I want to see all that in one place. a records manager is looking at these two documents in two different places. So it becomes a bit more tedious uh for end users to have to be looking in record series for different documents because they're split out based on their different retention policies and uh cut off instructions. Okay, so uh kind of annoying when it comes to that. Uh so the use of transparent records management used to be done. Uh I would say if you're starting from scratch, the better method is to do flexible records management. Uh which uh all you have to do is create a folder uh or you can even put documents in there and have workflow assign records properties to those documents right off the bat. Okay. So that is there. Some people are saying they can't see the screen. Um uh it is uh being shared. So unless uh somebody has a unique issue, it is being shared. All right. Uh the way we wrap things together uh or combine them together is the following. So regardless of what's going on, if we're using transparent records management or flexible records management, hopefully you're using uh FRM. Um now we can convert that uh it's a bit of an effort uh and we do provide those services but um sometimes it's uh less invasive as I said to just leave it in place. All right. Uh so if we have some records uh we can manage them uh and that is easily done. we can select our records and depending on the uh cutoff instructions we can take action on our records. So we've set up in this case our cutoff instructions and as we can see I've selected two documents and the records uh let me move this over here show you there is a records tab um so you could actually cut off the records uh in both cases. So, if we were to navigate to uh just our FRM system, we could do that. Uh just depends on where that content is. Uh in our case, we've got that in there. All right. So, Conniey's got some documents. If you select a single document, uh the records properties looks a little different. It gives you more detail. uh but again you can take action on that item. So if we're looking at this document u because we have a uh cutoff which is end of calendar year there's a concept in laserfish records management called the filing date. Now when you put a document or a folder into laserfish that filing date is automatically set for that day that you just put it in laserfish. Now you can man manually edit that or even use a workflow to change that filing date. Uh but the important part uh if we're talking about end of calendar year type cutoffs uh is the end of that year. So the year uh is more important on that filing date for that record. Now again this is a live document up until the point that we cut it off. What happens at cutoff? it becomes a readonly record or document in laser fusion and at that point we would call it a record because it's now been formally marked as cut off and now it's a record not a regular document. All right, so easy enough to cut that off. Um, however, Laser Fish has a records management option here where we can run some quick reports for us. And uh let's go ahead and just collapse everything. Click on our records management tab here. Uh and uh we're going to choose a eligible for cutoff search. So built into the records management node uh in the cloud and in the web client. Even if you have on premise uh this is built into the web client. The Windows client is interesting. You have to run your custom search uh to do this, but it's built in to the web client. We'd love that. So, what we could do is search for content eligible for cutoff. Now, notice um there's a refresh button and then on the far right there's an include records search. Uh watch what happens when we just run our eligible for cutoff search. It gives us our records folders. Now, what if we want to just cut off the records themselves, not the folders? Okay, we could just check the include records. And now it automatically re reruns that search. And we can see that with the icons, we have some documents in there. And we could select those. And on our details pane, we could perform the cutoff as long as they all match and are available. So, right now we could cut them off. Okay. Uh, so let's do that. Let's go ahead and put those items into retention, if you will, and cut them off for whatever that period of retention is. And this was um because the filing date on all these documents was a couple years ago, right? Uh or at least uh prior to the current year at the beginning of the year. So we'll click okay on that and the properties will change. So if we select an single document, it has been now cut off. uh it was eligible for cutoff uh back in the 1st of 2023. So we're a little late to the party. Uh but when it comes to records management, uh the clock ticks for destruction, no matter when you actually did the cutoff as long as the cutoff was done, it's then eligible for disposition or destruction in this case at the time that you normally would do. So if it was cut off here then it's retained for its uh regular period of time. Uh the eligible for cutoff uh I'm using laser bridge cloud here for example but uh this would be visible in the web client for an on-remise system as well and then it would show you a list of those uh either documents or folders that you might want to cut off. Okay. Uh in the Windows client there is you have to just run a records management search. Uh it's not pre-built. Uh you would actually probably want to build your searches and save them. Uh but as a records manager once you've saved those uh custom uh searches in laser features web client sorry Windows client then uh it would be there for you later on. All right. The properties are now applied. So our items are eligible for destruction at a later date. And as you can see, laser fish gives you an ability to to look at uh eligible for disposition items if we had any, which we don't at the moment. So let's go look at those items. Uh I should point out that uh this view that we see here, this is really uh the web interface for both cloud, but it looks nearly identical in uh version 12 and although slightly different color, version 11 web client as well. Uh and as mentioned, uh anything that's been cut off is in readonly mode. So it's not out of the system, it's still in the system. You can view the content, you can view the metadata, you just can't change anything about those items. Okay, that's the whole idea. We want to keep them in retention for a specific amount of time and then at the end of that retention period, we can then uh remove it permanently or store it off site but yet also remove it from laser fish. What laserfish calls accessioning. Accessioning is yes removable from laser feast but we first have to put it onto a portable media. All right. Uh laser feast audit trail will track all your records management actions by the way. So that's pretty handy. Uh and if you want to, you can create workflows that generate reports uh before you take any actions so that you can have a list of content that you need to review prior to uh that final disposition step. I should point out that laserf workflow can do uh the uh cutoff for us. We can build a workflow that looks for anything available for a cutoff and then cut it off for us. workflow however cannot do it the final disposition that has to be done manually by an actual person and hopefully you've used your uh reviewing tools to find out what needs to be uh disposed of and then you can make your choice as you see fit. All right, pretty cool. Okay. So with our content cut off um now maybe we then have gone past that time and now it's available for disposition and you can select that uh folder depending on what you have. As you can see I could cut off the folder which by the way if there's content in that records folder and you cut off the records folder you have also cut off the contents of that folder. So any documents within that folder are also cut off at the same time of cutting off that folder if you were to do it that way. A lot of us like to do uh dispos disposition um actions on just documents, but if they're all the same in the same folder uh could be maybe a more generic folder, not per employee. Uh this is just one example. you could cut off everything uh within the folder so long as it has the appropriate filing dates applied uh to that folder. So, as we can see the filing date was somewhere in 2022. Uh we're a bit late here so we could cut off the folder. But if we look at the properties uh on this application uh because we already searched for documents um we should have already applied that. So it's been cut off, right? So this one's already cut off. So cutting off the folder is just kind of a redundant step I think in some cases, but it just depends. All right, so I don't want to confuse you. You could cut off a folder as long as all the content in there deserve to be cut off at that same time. Hopefully that makes sense. Um, now normally if you're using the flexible records management, uh, you wouldn't have these record series. You would just have, uh, the content in there. All right. So the retention po period is set. The disposition or the u retention schedule is there. In this case it says six years then destroy and it type is destroy. And here's an interesting point that uh a lot of people like and we typically implement is that we keep the metadata after destruction. What does that mean? Well, in Laserfish, you know the name of the document and it might even have had field values assigned to it. But upon destruction, even though we're keeping the metadata, we're kind of keeping a example of the document still being in the system. And yet, if you tried to open it, there would be nothing in there. Okay? So, you couldn't see any content. The document or the Word document or the scanned images would no longer be in the system. The name of the document would be be there. it actually gets a slightly different looking icon. Uh, and then if you want, you can actually run reports for items that are no longer in the system. So ones that have been destroyed or have been accessioned, you can actually run a report for that. Uh, you could even build a workflow that creates that kind of report as well. And we do do that on uh quite a few occasions. uh pretty typically uh that is a custom setup of course that's not out of the box functionality but uh you can do that. All right so that metadata is pretty useful uh and it basically leaves the name there and any uh field values that might have been assigned with a template. Notice right now because this document is cut off the template cannot be edited right it's in readon mode so I can't change that nor can anybody uh a records manager might reverse the cutoff uh to in order to change some properties but uh nobody else can do that now if a records manager had reversed the cutoff they should remember to cut it back off again uh if you're really lucky and you have a workflow that checks every night for content available for cut off, it'll get cut off again. Uh, now you can cut off records. Um, now I showed you an example of a timebased cutoff. An event-based cutoff basically just has uh a, if we're looking under our records properties, um, a event date that has been set and then because that has been set, we can then cut off the record. But once it's been cut off, it has whatever retention schedule there and then its ending disposition. Uh the final topic here today that we want to look at is I mentioned that we would have uh DAN or record numbers. And for a lot of uh our clients, they like to see that on our records uh as um properties. And I'm going to show you an example of how I've got a workflow that assigns that uh and also assigns records properties on a document as well. So I'm going to tie it all together with a workflow demonstration here. Uh and what we can do is I've got this uh demo version 12 template folder and I'm going to show you one of the neat new features in Laser Beach Cloud about uh and version 12 on premise that shows us how we can make a really uh interesting looking template. Um, however, the point is that we're going to uh apply a DAN number to a field. Now, for Laser Reach Cloud, uh, I'll show you how we can upload uh, our DAN or our record numbers into a lookup table. And I've actually got that here. If we go look, I'll show you little behind the scenes look at our data management area in the cloud. Again, for on premise, you're probably going to be using uh Microsoft SQL tools to create a database. And if you don't know how to do that, uh we can set up a meeting. Your IT staff can do this. Uh and then we can use uh some queries to pull that data into laserfish. in the cloud. Uh there are lookup tables that we can build and I'm going to go in here and show you one that already exists. Uh and I've created that one. uh and in this case I've uploaded a matrix of information which includes a template column a dock type choice and then the record they call it record series or record number uh with its uh values in there and we will find that a workflow can apply this record series number based on the chosen template and doc type in here. Okay. Now, uh, with that set, we could even do a lookup and say, hey, if it's got that record series/dan number, uh, why don't we even do a lookup? And then, uh, we can fi figure out what it's retention schedule should be assigned and what kind of cutoff it is. Is it time based or event-based? And even set some records properties based on the record series number. All right. So, those are some tables. So, the question is, how do you create a new uh lookup table? Well, we need a CSV file that has those columns that we need. So, in my case, in the uh item that I showed you, we would create a new lookup table, give it a name, and then go choose that CSV. Uh here we go. And I have this one. Now I have already done this. So I'm going to just create a second test uh lookup table here. Um we can enable this lookup for other purposes aside from workflow. We can put it as dynamic fields on a template. Uh you can make it read only. Uh that's pretty cool. But uh just an example here. It'll then show us yep we have three columns. It shows us some sample data and if we like what we see, we just hit create and we're done creating that lookup table and alphabetically uh there we go. Same thing. So I just cleared that and then if we go down we can see here's all my KK uh records. In this case I did a field identification for our workflow. uh the workflow is going to look at some properties when we upload a document. So I'll show you what it does and then you'll see we'll go look under the hood and see how that was done. So what I'm going to do is you can either upload a document. Uh I for testing sometimes we'll just create a blank document and I'm going to call this a uh meeting doc one. And I could let workflow autoname it but I am going to choose my version 12 template. And check this out. This is new to version 12. You can create fields and instead of them all having to be oriented vertically one after the other top to bottom, you can create in the web client a view so that the columns are set up. You can have columns. You can even create rules that show or hide fields based on another choice. For example, if you chose uh one choice in the list, you could then expose the another field that wasn't there previously. So, you can create rules to show or hide fields. You can rearrange the fields to show them in two columns, three columns. Uh really a much easier way for a more dynamic experience when looking at content. So, this is new in version 12. Just a brief look under the hood. uh in my case I have set it up so there is a meeting and internal committees meeting I'm going to put a document date which might be used for other purposes so I'm going to change that date to 2022 which is our filing date actually uh we'll see that in a moment um I'll leave that category as a generic entry we don't use that in our workflow here uh make sure I type that correctly and then hit create. So now we will see a couple things. The document type will be filed as a new folder. So in our case here, we don't have that folder in the system. There's the document. Notice up in the top right corner for web client users, whether you're in the cloud or on premise, uh new content or changes to what you're seeing indicated by that green dot on the refresh button. So, let's go ahead and refresh that. Okay. And that then moved it somewhere. Somewhere. Come on, you can do it. Uh, now if you don't know where it went, uh, and maybe it Oh, it put it out at the root. probably because I broke something here. Uh, so let's go look. Um, no, that was the wrong folder. Make sure we're finding it. Well, that's not going as planned. Uh, I don't know why it disappeared on me, but uh, that's kind of interesting. It should have moved it in there. And if we don't know where it is, we can always do a quick search filter based on created. And let's look for documents by type. Actually, we want to look for folder. within the entire repository. And we're going to look for just folders. And we'll say today, all right, there's our meeting staff and folder. And where did it go? Interesting. It's there now. Okay, that's where I expected it to be. It just to show up. Uh, weird. And there's the document, the meeting document. And there is, let's look at the fields. It has applied the DAN number via the lookup. So we applied the demo template and the document type of meetings- staff and internal and the lookup table was referenced and the field in this case called DAN got that value assigned. And then another workflow actually applied records properties. As we can see, I didn't put them on there, right? So it found that that should have been a calendar yearly with a 2 years then destroy retention schedule. And if you're curious, let's show you the workflow that did that. Uh so the uh field identification workflow all it did was looked up the value on the document type uh and then because it found that it used the document uh the demo version 12 template it ran the lookup and assigned the re uh record series number to the DAN field and then it moved the entry to the folder path that it should have been in there. So there it is. Uh and then it actually triggered a second workflow which was to apply the records properties to that document as well. And in fact you can see that here if you're curious. Uh this workflow looks at the uh entry. It then does another lookup based on the DAN or the record series number and it pulls back uh let's show this a bit more the retention schedule cut off instructions and other properties that should have been put on there and then based on whatever that uh retrieved retention schedule it applied the retention properties onto that entry. set the uh events. Uh if there was an event date, um it might have set that. If it's a filing date, it might have set that. So, you can build these workflows that take care of all the records management for you. Uh and the only thing you have to do is run reports within the repository that looks for eligible for disposition. Pretty cool. All right. So, a example of how records management is configured and a bit of under the hood view of items in there. So, at this time, uh I open it up for just reviewing any questions. I see that there was quite a few. I think I answered some of them as we went through here, but I'm going to go through the questions uh a little bit more and uh let's take a look at some of those. Uh, like I said, the records management features, if you're licensed for this, it's available in version 11.1 at least. Um, and possibly 11.0. Um, the, uh, transparent records management is has always been there. Uh, flexible records management is available in 11.1 and above. Uh there's another question about um moving to uh TRM instead of being in FRM. Uh I think the complexity is more with TRM and having to manage workflows and making sure that you've got that built out right. So if you have just a few record types, maybe that's fine. But if you have hundreds um of retention schedules and disposition and um retention policies uh cutoff instructions, it becomes a bit unwieldy. So I would uh if you already had FRM, I typically suggest keeping it. Uh but it depends. Uh performance-wise, it's not going to be that much different. Uh although there's a bit more going on under the hood with uh TRM or transparent records management than there is with FRM. All right. Uh there's a question about adding additional fields. Uh yes, we can add additional fields. Um the records management properties are fixed. Uh but if you need to add more fields to a template so that you can have other searchable content or data on a document, that's certainly no problem. Uh and like I said, this is not just exclusive to cloud. I'm just using that as my uh platform here. But you can do the same things I just did in an on-remise system. All right. Uh now, how do you give access to record series? Um it depends on who's viewing it. uh just like laserfish you would use laserfish's regular uh entry management or access control uh so that records managers could see the records area and regular users would see the regular folder structure. Uh records managers also get some additional feature rights and privileges that end users don't get as well. So they can take action on records. Whereas an end user, even if they saw content in the records series area, wouldn't be able to take records actions like a records manager would. So if you have uh questions on that, we can uh answer that offline. But good question. And uh question was, can we do audit reporting? If you have the laserfish audit trail, uh records management actions are auditable. Uh and then like I mentioned, we could also build workflows that before you do any records destruction can generate reporting uh and give you a nice list of what to um review and then decide what you're going to manage. And then after the fact with that property, remember the uh retain metadata uh setting on our properties for a particular uh retention. If you retain the metadata, you can then run another report that shows you what has been destroyed or uh accessioned. Okay, so that's really handy. So there's the retain metadata checkbox. Always useful. Okay. All right. Uh so again as mentioned this webinar will be available to the u on our city's digital YouTube channel in just a day or two. So once we get it edited down uh we'll get that out to the channel and it'll be available for you to view later on in just a day or two. All right. So, uh, let's just wrap this up. Go ahead and conclude. All right. So, we've gone through our questions. I don't think we've seen anything else. Um, the Oh, there's another question. Um, so destruction is not available in workflow. Yeah. So that is uh one thing that all records management systems are not allowed to do is do an automatic destruction or accessioning. You need to have somebody actually doing that and aware that they're doing so. Uh which kind of makes sense, right? And and all systems that are certified uh using the DoD 505.2 certification would come under that uh purview and be built that way. So you couldn't uh automate your destructions, which again sounds a bit logical. Not we don't want to do that. All right. Uh records management is available in version 11 on prim. Uh just depends if you're licensed for it. Uh so it uh should show up if you're using the web client. If you're using the Windows client, it's got uh a different location. All right. All right. Uh, some follow-up items, helpful resources. Uh, again, our CDI website, CDI.support. Our YouTube channel at CDI_official. And we have numerous uh records management videos already. This one covered a bit different uh topic today. So, uh, use all those for your knowledge endeavors. Uh we do have webinars all the time and if you want to sign up for those go ahead and go to our cdi.sup support website. Um there's aweinars URL but you can also navigate to other ones. We put out blog uh items quite uh regularly every month. So we have articles and our newsletter is available as well. Laserfish has resources as well. uh their exchange uh solutions exchange area for uh neat solutions to sometimes fairly complex uh scenarios. So pretty cool in that regard. Laserfish has free training and you can even get certification. Um the certification itself uh is a paid option. the classes to learn everything about that particular topic that might you might take a certification class on that's free and only requires a free laser support site account which you can get at any time. You'll just need to know your laserfish serial number. Uh the getting started guides are very handy for learning a bit about uh everything that you've seen here today or other topics as well. The solution marketplace is for um a lot of these are for purchase solutions, but you might find something interesting there. And then finally, LaserFish's answers forum is where you can ask questions about uh the different products that LaserFish has and usually it's a great place to ask questions about nuanced solutions there. All right. Um, thank you so much everyone for attending our uh laser fish getting started with records management webinar. We look forward to seeing you at the next one and have a great day. [Music] [Music]